Creating an Organized Office Space

It’s amazing how much time can be saved with a well-organized office space. Even a little organization can go a long way. So, c’mon, let’s get to it.

First, we’ll tackle the big stuff. Computers, scanners, printers, and video magnifiers should be arranged so you can move in a natural flow to different areas of the workspace. For example, put your computer directly in front of you and your printer to the right. Then, put your video magnifier on a desk at a 90-degree angle to your computer so you can easily move to look from one monitor to the other. And find a spot for an adjustable lamp. That way, when you need additional light, you won’t be scrambling.

Of course, the things you use most often should be put within easy reach. And decide on a place for your things, for instance any hand-held magnifiers you use, and always put them back in that place. That way they’ll always be there when you need them. And when you're finished with your tasks, clear your work area. It's always easier to find things and get to work in an area that is less cluttered.

Now, let’s deal with all those office supplies... Baskets, boxes, plastic storage bags, or different sizes, shapes, and colors of containers for storage work well for things like paperclips, post-it notes, rubber bands, tape, or a stapler. You can also use a drawer organizer. Either way, it’s about making what you need easier to find.

Put your pens in a cup or small box to find them quickly. Keeping felt tipped pens and a pad of bold lined paper near the phone comes in handy for taking messages. You may also want to check out our workshop for more helpful tips on taking notes.

Store your stamps near your envelopes. Stamp holders are available for rolls of stamps or just mark the top of a sheet of stamps with a paperclip to know which is the top. Use a post-it note at the top of pre-printed address labels to tell which is the top. Keep these labels in a folder or large envelope that you have labeled with large print, audio label, or a label you can feel. And feel free to check out our labeling series for more information about creating different types of labels.

Create labels for cords of devices like printers, scanners, and computers. Make a large print, braille or label you can feel on a blank mailing label. Fold this label around the cord so the label sticks to itself. Then, if you ever have to disconnect anything, you’ll know which cable goes to which device. Or, store the cords in a resealable bag and include an index card with a label to make it easier to match the device to the cord.

If you have low vision, you may want to consider getting a low vision calendar or a desk calendar with large squares to write down appointments. Another idea is to record them. Smart phones are great for this. Keep track of addresses in a large print address book or keep them in a file on your computer. Use large print planners to keep your daily schedule as well as important medical and financial information together in one place. Take a look at the resource list for more information on this.

Keep a calculator that has a large display and large keys near your checkbook to make seeing your calculations easier. Or, you can use a talking calculator. You can either make your own large print check register or purchase one of the designs available from companies who specialize in products for people with low vision. Or, you can always just keep track of your finances on your computer.

Store any writing guides that you use in a folder, large envelope, or resealable plastic bag. It’s also important to keep all your paperwork organized as well. Now, for those “important papers,” you can use different colored folders. For example, health insurance papers can go in a red folder, while papers from the bank go in a green folder. Or, just store them in different envelopes with large print, audio labels, or labels you can feel.

If you’re using a filing cabinet with hanging files, label the hanging files with large print on the front or on a tab label. Folders and envelopes for different items within that category can be kept in the hanging file. For instance, label a hanging file "Health Insurance". In one folder you’ll keep information related to dental insurance and in another information related to general medical insurance. But they’re both kept in the Health Insurance hanging file.

Use an expandable file to hold the items you are currently working on. You can file them away in their storage place when finished. And use stacking trays or bins to sort mail into items you need to read and items that may need some action. Trays come in various colors and you can add labels to them.

As always, contact a learning expert if you have questions or your own tips to share. Of course, as with anything new, give yourself time, patience and practice … you’ll get there.